Data Visualizer provides an overview of the documents in your database by summarizing their characteristics visually. With Data Visualizer, you can explore documents at a glance without the need to review individual documents or predetermine a search. You can also use Data Visualizer to filter down sets of documents by particular document properties and attributes. This makes the visualizer particularly useful for early data exploration or iterative search building.
Table of Contents:
- How to access Data Visualizer
- Dashboard view
- Viewing visualizations
- Applying filters
- Exporting Data Visualizer results
- Data visualizer filters in the results table
Video about Data Visualizer:
How to access Data Visualizer
Data Visualizer is accessible to every user. You can begin visualizing data from the search page or from the results table of any set of documents. Please note that Data Visualizer always uses up-to-date documents, even if your results table has not been refreshed. Additionally, users subject to document access management may only visualize documents they can access.
From the search page
To access Data Visualizer from the search page, click "Open Data Visualizer” after building your initial search.
This will take you straight to the visualizer for the set of documents responsive to your search criteria.
From the results table
To access Data Visualizer from the results table, click the “Visualize” tool on the right of the toolbar.
If you are interested in visualizing a specific document property or attribute, you can click on the corresponding column in the results table and select the “Open visualizer for advanced filtering” option. This will open the appropriate visualization within Data Visualizer. To learn more about how to add columns to your results table, see this article.
The Dashboard is a customizable space that displays all of your pinned visualizations. Depending on the number of pinned visualizations, the Dashboard may also show popular visualizations that you can optionally pin. The Dashboard allows you to curate the visualizations that are most important to you for quick reference. In addition, pinned visualizations also appear in the “Document Overview” section of the homepage. To learn more about the “Document Overview”, see this article.
To pin new visualizations to the Dashboard, simply click the pin icon on the left of the visualization name.
On the Dashboard visualization cards, pinned visualizations will have a three dot menu icon instead of the pin icon. To unpin a visualization from the Dashboard, click the menu icon and select the unpin option.
On the individual visualization pages, accessible from the lefthand sidebar, the color of the pin icon will show whether the visualization is currently pinned to the Dashboard (dark gray means the visualization is pinned). To pin or unpin a visualization, simply click the pin icon to toggle the status.
Besides pinning, you can further customize your Dashboard by (1) arranging the order of pinned visualizations and (2) deciding the size of the pinned visualizations.
To rearrange the order of the Dashboard visualizations, simply click and drag to the desired position.
To change the size of the visualizations, use the toggle in the upper right to switch between a more compact view or a view with larger visualizations.
Dashboards are saved for your account, meaning that if you leave Data Visualizer, then come back to it (via a different search or result), your dashboard settings will be maintained. However, your dashboard settings will not affect others on your project.
The lefthand sidebar displays all the fields that can be visualized, broken down into the following categories:
Review product applied to the documents, such as ratings, codes, and binders
Fields that are commonly used to capture people associated with documents, like custodian, from, author, etc.
Fields that capture attributes of the documents, like their bates numbers, file paths, types, etc.
Any datetime field in the project
Prediction results from active models in the project
Catchall category for all remaining standard, custom, and alias metadata fields
You can use the filter box near the top of the sidebar to find a specific visualization.
To open a visualization, select it from the sidebar. You will see a histogram (distribution graph) of the unique values for that field across the document set and the count of the number of documents with that value.
If the field is an alias, you can see the underlying fields that comprise the aliased field near the visualization name. You can navigate to these underlying fields by clicking on their name. If the name is not highlighted in blue, it means the underlying field, and the associated visualization, is hidden from view in the project. To learn more about alias fields and hiding metadata fields, see this article.
Some visualizations have additional modifiers that can be toggled . These additional options will be available near the top of the visualization, under the visualization name. For example, the “Custodian” visualization can be modified to pull values from either the “Custodian” field or the “All Custodians” field.
To use Data Visualizer to filter documents, select a value or values within a particular visualization, then click "Add Filters."
After the filter is applied, all resulting graphs will adjust to reflect the newly filtered set of documents. You can remove filters from the top of the screen once they are applied by clicking the red x.
Filters are shared across the results table and Data Visualizer since the same underlying set of documents is being modified regardless of where the filter is applied. So, if you apply filters in the visualizer and switch back the results table, and vice versa, you should expect documents, counts, and values to be affected. For more information, see the “data visualization filters in the results table” section at the end of this article.
Filter Codes by Category
Under the review section, you can filter your documents by review product. This includes ratings, codes, and binders.
To drill down and visualize the counts of each code within a category, you can click on the name of the category in blue to expand a category into the codes within that category.
To return to the categories view, click on “All code categories” in the header.
Individual categories can be pinned to the dashboard from the view within a specific by clicking on the pin button next to the category or pressing the pin keyboard shortcut ‘p’.
Filters applied on categories will reflect as filters on the results table column of “Coded under”.
It is possible to make selections of both categories and codes at the same time by selecting categories on the top-level view and then drilling down into various categories and selecting individual codes in categories. When adding multiple types of filters, separate filters will be created for categories and codes. This is shown by two separate filter labels being created when applying filter selections of both categories and codes.
Not coded value
You can optionally view the number of documents with no codes applied to your view by clicking the checkbox named “Show docs with no code values”. This will show a bar with the number of documents in your current search and filter that have no codes applied. This bar is also selectable as a filter.
Filter by date
The “Dates” section allows you to filter your documents by a date range.
To use the date selection tool, zoom into a particular date range by using the chart at the bottom. To select a range to zoom into, click and drag. The range selected in the bottom chart will be reflected in the main chart. You can also move your selection by dragging it. You can resize your selection by clicking and dragging either end.
Then, you can select the filter you’d like to add by clicking and dragging a range in the top main chart. In the example above, dates between 2001-2002 were selected in the bottom chart. Then, between the years 2001-2002, the dates of February 2, 2017 - 6/21/2017 were selected to add as a filter.
To apply a date range filter to your search, click “add filter”. If you do not add the filter and move away from the page, a dialog box will appear asking if you’d like to continue without the filters, or go back to apply them.
After you apply a filter, all resulting visualizations will be displayed with the filter(s) applied. For example, we can now view the breakdown of fields like subject line, author, and doc type within our given date range. You can start by filtering any category, not just date, and visualize all subsequent categories with that filter applied. Your applied filters will be shown at the top of the page and can be removed by clicking the red x.
Filter by file path
Watch a video here:
You can use Data Visualizer to explore the file structure of documents. To do so, choose File Path under the Document section of Data Visualizer.
The first view you will see is the top level of the documents’ file structure. If there are multiple custodians in your search, you will see the list of custodians in this top level view.
If the documents in your search do not fall under multiple custodians, your visualization will start at the highest level of the file structure with multiple directories.
From here, it’s possible to either filter by custodian, or drill down deeper into a given custodian. To filter by custodian, simply click the bar of the custodian, or custodians, that you would like to filter your documents by. Then, click Add Filters. This will change the visualization to show hits only for those custodians.
To drill down deeper and see the folders and documents associated with one of these custodians, click the custodian’s name in blue.
The visualization will display any datasets assigned to the custodian, assuming no additionally restrictive search or filter criteria. For natively uploaded documents, the name of the dataset will be displayed. For processed documents, “(No dataset)” will be displayed unless the document has a metadata value for Dataset.
To see the underlying folders and documents in a dataset, click its name in blue. Datasets may have underlying container files, loose documents, or both. The visualization below shows both folders and loose documents in James Smith’s native dataset “Original Native Dataset (keep).”
To go deeper into your documents’ file structure, continue clicking on its subdirectories. To return to your previous location, click the Back arrow. To go to a higher level in the file structure, simply click the Up arrow, or click the name of the desired directory in the file path to the right of the arrows.
When filtering your visualization, you may notice a banner appear at the top of the visualization saying that the current visualization only includes the paths of documents that match your search and filter criteria.
This means that, due to your search and filter criteria, not all directories that exist at the current level are being displayed. In the above example, the visualization has been filtered to show file paths under three custodians, despite there being file paths under more custodians that exist in the project. The warning is noting that there are other paths that exist at this (custodian) level in the project, but they are not currently being displayed because the applied search and filter criteria have excluded them from the visualization. Clicking “View all X paths in directory” will open a visualization that is drilled down to the same file path level, but includes all possible hits in the project.
To filter by multiple, separate paths, select the filters for all desired paths before adding the filters to your visualization. For example, let’s say you want to see all documents that are either in Adam Jones’ dataset called “Dataset 21305” or in Bill Bryant’s dataset called “Original Native Dataset (keep).” To begin, locate the Adam Jones’ dataset and click the purple bar, but don’t click Add Filter yet.
Next, locate Bill Bryant’s dataset. Click the bar on that dataset, and then click Add Filter to filter your visualization to both file paths.
If you navigate to the “(Top)” level of your file path visualization, only the two selected custodians will be visible. Additionally, if you drill into either one of those custodians, only the selected dataset will be visible. To see which file paths your visualization is displaying, hover over the breadcrumbs at the top of your visualization.
Data Visualizer will override any previous file path filters that conflict with newly selected filters. For example, let’s say you have applied a filter to limit your visualization to one custodian, Adam Jones.
Then, you decide to apply a filter to limit your visualization to a particular dataset under Adam Jones. A popup will warn you that these two filters are in conflict, and if you apply the newly selected filter, the previous one will be deleted. This is because the previous filter, which displayed all documents under Adam Jones, is incompatible with a filter which limits your visualization to a specific dataset under Adam Jones. To add the new, more restrictive filter, click Continue and then Add Filter.
Return to table of contents
Filter by email participants
You can find email participant metadata under the People heading on the left-hand sidebar. The To, From, CC, and BCC terms as well as the Parties and Recipients smart terms are all considered email participant fields. You can learn more about these fields in this article.
For these visualizations, you can view the values by count of Domains, Contact Names, and/or Email Addresses using the checkboxes at the top of the visualization.
You can select values to include in a filter by clicking on the horizontal bar you would like to add. Selecting Contact Names will automatically include all email addresses associated with the displayed Contact Names. You can view these email addresses by hovering your cursor over the bar.
Once you begin to select values, you will see the Graph Selections box appear on the right-hand side with the familiar “Any of”, “All of”, and “and nothing else” modifiers. You can read this article to learn how these will affect your search. The Graph Selections box will show you the number of hits associated with the bars you have selected. This number is not necessarily the exact count of documents that match your search as a single email can be sent to multiple recipients and thus match several values in the list. To view the count of documents that match your search, you must add the filter to your search and view the document count in the Instant Search Preview in the bottom right of the screen.
NOTE: These options do not apply to the From field which will always search using the “Any of” modifier. This is because an email can only ever be from a single address.
Exporting Data Visualizer results
To export a report of your Data Visualizer results, click Export in the top right corner of your visualization. This will export hit counts for all properties currently visualized, limited by applied search and filter criteria. For example, let’s say you export the following visualization, which displays the ratings of documents coded Responsive:
When interpreting the export, it is important to note that the counts are limited by the criteria Coded: Responsive. In other words, it would be inaccurate to say that 324 documents in the project are rated Hot. Rather, of all documents coded Responsive, 324 of them are rated Hot.
Data visualizer filters in the results table
Filters on a search in Data Visualizer will be automatically applied to the results table for that search. To see this, create a visualization in Data Visualizer, add some filters, then select “View results table”. You will be taken to a results table of the same search with the same filters applied. You will be able edit these filters just like any other results table filters.
Filters will be preserved, so if you go to another page on the site, then return to the search card, your filters will not be deleted.
You can return to Data Visualizer by clicking Visualize again. Filters can be added, removed or edited in the results table but only added or removed in Data Visualizer.
To create a new search card with filters applied to the underlying search, select the three-dot menu in the top right and click “Create new search from filtered results”. Your filters from the Data Visualizer will now be applied as search terms. You can add other search terms by clicking Refine and save new searches as you normally would by clicking Search.
In the case where a user creates two filters in Data Visualizer in the same category, such as two separate filters on codes, then returns to the results table, only the filter created first will be editable. An uneditable filter will have a red X in the label instead of an edit icon. Clicking on the red X will simply remove the filter.
Learn more about filtering in the results table here.